Ownership, not another login.
A named person with agreed hours keeps your records current, instead of one more seat nobody uses.
Data entry virtual assistant
A dedicated data entry virtual assistant who keeps your CRM current
A CRM and data entry virtual assistant is a dedicated teammate who enters, cleans, deduplicates and updates your records every day, working inside the CRM, spreadsheets and tools you already use. At Online VA Team, you interview the finalists and choose your own teammate, who works your business hours in your time zone and follows your field rules. We handle recruiting, HR, equipment and floor management, so your pipeline reflects what actually happened.
The work
What a data entry virtual assistant handles
Start with the three to five tasks that cost you the most time or keep returning to the founder or sales lead, then grow the role from there.
- CRM data entry and updates after calls, events and form submissions
- Keeping deal stages, notes and next steps current
- Cleaning and enriching contact and company records to your field rules
- Deduplicating records with a defined merge policy
- List cleanup and segmentation
- Reviewing imports from forms, lists and CSVs before they reach the database
- Weekly pipeline hygiene reports: missing owners, stale stages, blank required fields
- Simple written procedures so the same cleanup happens the same way every week
Common tools: HubSpot, Salesforce and Pipedrive, Airtable and Notion, Google Workspace and Microsoft 365, Slack, Asana and Trello. Your teammate works in the tools you already use.
Fit
Who it's for
Businesses that run on a CRM, such as:
- Sales teams whose reps close deals but leave notes and stages for later
- Founders who end up doing data entry themselves
- Teams whose CRM is full of duplicates, blanks and stale records
- Businesses importing leads from forms, events and lists that need cleanup
- Teams about to buy another tool to make up for a neglected one
The placement
How it works
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Tell us where the data is slipping.
A free 30-minute discovery call. We talk through your CRM, your spreadsheets, your data sources and what is falling behind. Within 24 hours you get a written recommendation for the role and hours.
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We recruit and screen.
Our HR team screens candidates against your criteria. Every teammate is college-educated, English-proficient and has 4+ years of professional experience.
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You interview and choose.
We introduce finalists. You interview them and pick the person who fits your team. If nobody clicks, we keep looking.
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Onboarding into your tools.
Your teammate gets least-privilege access to your CRM and data tools, the same way any new hire would. They shadow first without changing anything, mapping how data moves through your business, then take over the recurring entry and cleanup.
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We manage everything around the work.
You set the field rules and direct the day. We handle HR, payroll, equipment, coaching, coverage and a floor manager who reviews the work and raises issues before you have to notice them.
Tools vs a teammate
Another software seat or a dedicated teammate?
When CRM hygiene slips, the usual reaction is to buy another seat, another integration or another AI data entry product. A seat solves an access problem. It does not give anyone the hours and responsibility to keep records current. Your CRM can probably already do the job; what is missing is someone who decides which duplicates to merge, when to ask sales a clarifying question, and when a messy import should stop before it pollutes the database. A dedicated teammate makes the stack you already pay for usable again.
Why us
Why businesses choose Online VA Team
You choose the person.
You interview the finalists and decide. It is the same teammate every day, dedicated to your business and not shared across a roster.
Your tools, your rules, your data.
They work in your CRM and spreadsheets with individual least-privilege logins, follow your field standards, and everything they produce is work-for-hire owned by you.
Experienced, managed teammates.
College-educated teammates with 4+ years of professional experience, employed full-time by us, with HR and floor management behind every placement.
A visible day.
A start-of-day plan and an end-of-day note in your chat channel, plus a standing check-in with your floor manager.
Month to month.
Month-to-month engagement with no long-term contract, and re-staffing at no extra cost if your teammate moves on or you want a change. We have staffed dedicated teams for US businesses for more than a decade.
Pricing
Pricing
Choose a full-time dedicated teammate or a few blocked hours a day, depending on your volume. Include any software license your teammate will need when you compare. See plans and pricing.
FAQ
Frequently asked questions
What does a data entry virtual assistant do?
A data entry virtual assistant enters and updates records after calls, events and form submissions, cleans and deduplicates contacts to your field rules, segments lists, logs notes and next steps, and prepares regular reports on missing or stale data. They work inside the CRM and spreadsheets you already use.
Which CRM and data tools can they work in?
Whatever you already use. Common tools include HubSpot, Salesforce and Pipedrive, Airtable and Notion, Google Workspace and Microsoft 365, and Slack, Asana and Trello for coordination. They learn your stack, not the other way around.
Is CRM data entry a good fit for a dedicated virtual assistant?
Yes, when you define the systems in scope, your field standards, the cadence and when to escalate. It is ongoing operations work, not a one-time import, so a dedicated teammate who updates records the day something happens keeps the CRM trustworthy.
Why not just buy another software seat or automation?
A software seat gives someone access. A dedicated teammate gives you capacity: entry, cleanup and follow-through within agreed hours. Automations and imports still miss edge cases, and someone has to know your naming rules and when to stop a messy import. You may need both, including a separate license for your teammate.
How is access to our data handled?
Your teammate gets individual, least-privilege logins with view or edit rights only where needed, and no shared passwords. Access is granted the way you would for any new hire and revoked the same way. All deliverables, including data, are work-for-hire and owned by you.
Do I get to choose my data entry virtual assistant?
Yes. We recruit and screen against your criteria, then introduce finalists. You interview them and choose the person you are most comfortable with. If nobody is the right fit, we keep looking.
How much does a data entry virtual assistant cost?
Pricing depends on the role and the hours you need, from a few blocked hours a day to a full-time dedicated teammate. You can see our plans on the pricing page at https://www.onlinevateam.com/pricing/.
Your turn
Give your CRM an owner.
Tell us where your data is slipping. A free 30-minute call with a real person, no prep and no pressure. Within 24 hours you will have a written recommendation for the role and hours, yours to use however you want.
Not ready to talk? Send us a quick note or call 888-847-1830